The administration of GO Sibay of Bashkortostan implemented EDMS "DELO"

On November 18, 2014 Administration of the city district city of Sibay ^[1] implemented^[1] EDMS "CASE". The project is implemented by the company Medialux, the partner EOS GROUP in this region.

Choosing a Solution

The Administration of Sibay made a choice of an electronic document management system, based on experience of colleagues. Local government authorities of Bashkortostan began system implementation of electronic document management "CASE" in 2007-2008, and now more than 30 city and district administrations use this product in work. The administration of GO Sibay selected a consecutive method of implementation of EDMS and began with automation of basic documentary procedures: registration and processings of correspondence.

Objectives

Prior to the beginning of the project of processing procedure of documents were not automated. The customer determined by a main objective of the project gradual transfer of work with documents from traditional "paper" technologies in an electronic form.

Project Progress

In August, 2014 the first stage of automation – transition from paper document registration and instructions to electronic is implemented. Previously specialists of Medialux company carried out a complex of preparatory work:

• analyzed structure and volume of document flow of Administration;
• made the scheme of the movement of documents in the organization;
• carried out the analysis of channels and methods of interaction with external correspondents.

On the basis of data retrieveds the software setup on structure of the organization and feature of document flow was made. A system was installed on the server and client workstations.

Specialists of the customer completed a training course in work with the CASE system. During training "thin" setup of a system under work of specific specialists was made. For the translation of documents in an electronic form the option "Scanning" was purchased and implemented.

Result

According to the results of end of this stage of the project required results were achieved:

• correspondence arriving as in paper and in electronic form, is registered now means of EDMS "DELO";
• formation of registers is automated – paper forms were succeeded by electronic;
• all orders of the top management of Administration are subject to registration in the workflow system now that allowed to increase performing discipline significantly;
• report forms on document flow which are required for support of management decisions of the management form means of the module "Report forms" EDMS "DELO";
• significantly time expenditure on routine procedures of document retrieval and instructions decreased.

Development Plans

Further expansion of use of a system out of limits of section of service of document flow and connection of specialists of divisions to it for electronic interaction is planned. For increase in efficiency of information exchange options of use of a system for work with territorially remote divisions are considered.

In this organization with the help EDMS "CASE" registration processes are automated, formalized control procedure and preparation of analytical information on execution of documents.

Notes